Personal Assistant to CEO

Job Specification:
Executive Personal Assistant to the CEO – Construction Position Title

Executive Personal Assistant (Executive PA) to the CEO

Industry

Construction / Infrastructure / Property Development

Reports To

Chief Executive Officer (CEO)

Location

Head Office (national exposure; occasional travel required)

Role Purpose

The Executive Personal Assistant to the CEO provides strategic, operational, and administrative support within a fast-paced construction environment. This role extends beyond traditional PA duties and requires a solid understanding of the construction industry, enabling the Executive PA to confidently act as a first point of contact, assist with operational matters, and resolve issues when the CEO is unavailable.

Key Responsibilities – Executive & Strategic Support

- Act as a trusted right-hand to the CEO.
- Manage the CEO’s diary, priorities, meetings, and travel arrangements.
- Prepare briefing packs, reports, and presentations for executive and board meetings.
- Anticipate CEO requirements and proactively manage deadlines.
- Track strategic actions, follow-ups, and commitments.

Key Responsibilities – Construction & Operational Support

- Maintain a working knowledge of construction projects, site operations, and terminology.
- Act as liaison between the CEO and operational, project, and commercial teams.
- Assist in addressing operational queries when the CEO is unavailable.
- Understand key project risks and operational pressures.

Key Responsibilities – Problem Solving & Decision Support

- Handle day-to-day issues confidently in the CEO’s absence.
- Gather information, assess risks, and propose solutions.
- Prioritise urgent matters and escalate where required.
- Ensure continuity of leadership communication.

Key Responsibilities – Stakeholder & Communication Management

- Serve as a professional first point of contact for stakeholders.
- Communicate on behalf of the CEO with authority and discretion.
- Manage sensitive and confidential information.
- Coordinate communication across departments and projects.

Key Responsibilities – Administration & Governance

- Manage confidential correspondence and executive documentation.
- Maintain structured filing systems.
- Support governance processes and executive reporting.
- Assist with board packs, minutes, and communications.

Key Responsibilities – Coordination & Follow-Up

- Track executive actions and project updates.
- Ensure follow-through on decisions.
- Coordinate cross-functional inputs.
- Flag risks or delays proactively.

Qualifications

- Qualification in Business Administration, Office Management, or Project Management.
- Construction-related exposure or qualification advantageous.

Experience

- 5–8 years’ experience as an Executive or Senior PA supporting a CEO or executive.
- Experience in construction, engineering, infrastructure, or similar environment.
- Proven ability to operate independently.
- Experience supporting senior leadership or boards.

Industry Knowledge

- Understanding of project-based construction operations.
- Familiarity with site and head office dynamics.
- Ability to grasp contractual and financial concepts at a high level.

Skills & Competencies

- Exceptional organisational and time-management skills.
- Strong written and verbal communication.
- Confident decision-making and problem-solving ability.
- High emotional intelligence.
- Advanced MS Office proficiency.

Personal Attributes

- Highly professional and discreet.
- Calm, confident, and solutions-oriented.
- Proactive and detail-driven.
- Strong sense of accountability.

Key Performance Indicators

- Effectiveness of CEO support.
- Quality of executive communications.
- Responsiveness in CEO’s absence.
- Stakeholder satisfaction.
- Follow-through on actions.

Remuneration

Competitive, market-related package aligned to senior executive support level.